Compress G/L Transactions

By compressing the General Ledger, the current General Ledger files become smaller and easier to manage when retrieving information.
The detail of the compressed records resides in the General Ledger History files so that the information can still be accessed if needed.

Current Activity vs History:
When General Ledger entries are posted, they reside in the current General Ledger files.
When the current General Ledger becomes too large and retrieval of information takes too long, the General Ledger records can be compressed and the detail stored in the General Ledger History files.

Work Flow:
This menu option will compress the current General Ledger, and transfer the detail of the compression to the General Ledger History file.
The Compress flag defined for each account in the Chart Of Accounts controls which G/L accounts are eligible to be compressed.

Each eligible account in the selected date range will be compressed into one debit and one credit per month.

Note: Before proceeding, create an audit trail by printing the G/L Trial Balance in detail for the time period to be compressed.
Do NOT compress the accounts if the Trial Balance is out of balance, since this eliminates the details that are necessary to solve the out of balance problem.
Refer to G/L Trial Balance for a discussion on how to fix an Out Of Balance General Ledger.

The prompts are:

COMPRESS FROM DATE

Enter the date to begin the compression.

COMPRESS TO DATE

Accept the month end for the selected From Date, or enter a preferred date to end the compression
Transactions for the selected accounts within this date range will be compressed for each month, and the details of the compression will be moved to the General Ledger history file (GLGH) and can be reviewed in G/L History.

Finished?

When the date range to be compressed is entered click ACCEPT to access the account list, or CANCEL to abort.

Accounts to be Compressed:

The accounts flagged to Compress in Chart Of Accounts are displayed.
Accounts may be added or deleted from the selected list at this time.

Note: Any G/L Account that has been reconciled using the Bank Reconciliation cannot be compressed, regardless of the flag in the Chart Of Accounts.

The fields include are

SEQ #

The sequence number will automatically display to track the accounts in the table.

ACCT#

The General Ledger account numbers flagged for compression will display.

DESCRIPTION

The General Ledger account description will display.

TYPE

The type code of the account will display.
i.e. A = Asset, L = Liability, R = Revenue, X = Expense

ALT ACCT#

The optional alternate account number will display for reference.

Finished ?

Click COMPRESS to initiate the compress, or CANCEL to abort.

Note: Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

---

Topic Keyword: GLGL99